Information overload is commonplace today, and work is no different. One of our customers shared that they had stored all their files in one folder hierarchy over the past 20 years. These were large engineering documents. Many of them were versions they no longer needed, but in the past, they just kept throwing more storage at the problem. It sometimes took days to find a file from an older project. But now expectations have shifted. Their clients expect searches to be hours, not days, and their old file server can’t meet that expectation.

Another customer relayed that they did move to SharePoint from their file server three years ago. However, their team members with limited knowledge of SharePoint migrations completed the move. Now, their SharePoint online environment is their old file server and nothing more. They are not benefitting from SharePoint’s features.

SharePoint Online is Microsoft’s file storage and intranet service in Microsoft 365. This blog post makes the case for making the most of SharePoint Online as part of your Microsoft 365 subscription. We’ll discuss why this is important today, provide tips for end users, and offer advice for administrators managing the SharePoint Online environment. If you have any questions or need assistance, we’d love to work with you—contact our team!

Why SharePoint Online is Important Now

SharePoint Online has been in the marketplace for a long time, but interest has increased significantly recently. So, what’s driving this interest now, and what should we keep in mind to take full advantage of SharePoint Online?

Key Factors Driving Interest:

  • SharePoint Online allows teams to access and share files securely from anywhere while benefiting from the same security and compliance setup we already have with Microsoft 365.
  • Many organizations are consolidating their cloud solutions, moving from multiple third-party providers with various contract start and end dates to a single consolidated vendor like Microsoft 365.
  • The co-authoring feature in SharePoint Online has matured, enabling seamless collaboration on documents, even in real time.
  • Organizations often create SharePoint sites with their Microsoft Teams for document management. However, rapid growth in this area also brings its own challenges.

Tips for End Users

Most of our customers benefit from two key configuration areas: “Find it Fast” and “Stay on Top of Your Work.”

Find It Fast:

  • Create links on site pages to frequently accessed libraries and sites.
  • Tag files with keywords for quick searchability.
  • Create custom lists and views to organize content, such as retired assets or open issues.
  • Modify search settings to make finding content easier.

Stay on Top of Your Work:

  • Use co-authoring to collaborate on documents in real time during meetings.
  • Enable versioning in libraries to track changes and restore previous versions when needed.
  • Use the SharePoint mobile app to access documents on the go, even offline.

 

Tips for Administrators: If you will be your company’s SharePoint administrator, here are seven tips for you:

Security and Governance:

  • Control who can create permissions and share content. Implement role-based access controls.
  • Create site policies for lifecycle management, including archiving and deletion strategies.
  • Configure storage quotas. Although storage is not expensive, it is a preventable expense in many cases.
  • Use PowerShell scripts for bulk changes, complex permission setups, and standardization.

Efficiency and Organization:

  • Standardize metadata and content types based on department and site requirements.
  • Automate document approval processes. Incorporate relevant file content into your workflow automation for efficient operations.
  • Regularly monitor SharePoint health, usage, and adoption.

Are you considering moving to SharePoint online or improving your use? Our team is here to provide tailored solutions that meet your specific needs. Contact us today to learn how we can help you make the most of SharePoint Online!